PROCESSING OF ADMINISTRATIVE CASE - Silang … · PROCESSING OF ADMINISTRATIVE CASE 10. ......

HUMAN RESOURCE DIVISION SILANG WATER DISTRICT

PROCESSING OF ADMINISTRATIVE CASE

1. RECEIPT OF COMPLAINT IN

WRITING

Requirements:

1.Full name and address of complainant

2.full name and address of the person complained,

position & office employment

3.Narration of the relevant and material facts which

shows the acts or omissions allegedly committed by

the civil servant

4.Certified true copies of documentary evidence &

affidavit of his witness, if any

5.Certification or statement of non-forum shopping

Note: Can be dismissed, in the absence of any of the

above-mentioned requirements

2. SUBMISSION OF COUNTER-

AFFIDAVIT / COMMENT UNDER

OATH WITHIN 3 DAYS FROM

RECEIPT

3. CONDUCT OF PRELIMINARY

INVESTIGATION / FACT FINDING

INVESTIGATION

Commence not later than 5 days from the receipt of

complaint & terminated within 30 days thereafter

Note: Case will be dismissed if Prima Facie Case was

not established

4. SUBMISSION OF

INVESTIGATION REPORT



5. ISSUANCE OF FORMAL

CHARGE

Note: With Prima Facie Case

Must contain all necessary & relevant facts

6. SUBMISSION OF ANSWER IN

WRITING AND UNDER OATH

Failure to answer waived right thereto

May issue preventive suspension / reassignment

within a period of 90 days

7. CONDUCT OF FORMAL

INVESTIGATION

Shall not be held not earlier than 5 days nor later than

10 days from receipt of the respondent’s answer.

Investigation shall be completed within 30 days from

the issuance of formal charge or receipt of the

answer

8. SUBMISSION OF FORMAL

INVESTIGATION

Within 15 days after the conclusion of the formal

investigation



10. FILING OF MOTION FOR

RECONSIDERATION

To filed to the appointing authority within 15 days

from receipt of the decision

11. DECISION ON THE FILED

MOTION FOR RECONSIDERATION

12. SUBMISSION OF AN

APPEAL

APPELATE BODIES:

1.AGENCY

2.CSC-RO

3.CSC PROPER

4.COURT OF APPEALS

5.SUPREME COURT

9. DECISION OF THE

APPOINTING AUTHORITY

Within 30 days from receipt of the Report of

Investigation. Decision is considered final, if penalty

of suspension is not more than 30 days or fine not

exceeding 30 days salary is imposed. Decision may

also be considered final if it exceeds 30 days salary

after the lapse of the reglementary period for filing of

motion for reconsideration or appeal.

The Human Resource Division prepares budget appropriations for all vacant positions during budget preparation.

The HR Division receives request for filling-up of vacant position (personnel requirement) from the requisitioning division.

Upon approval, the HR Division then submits the request for Publication of Vacant Positions in the CSC Bulletin of Vacant Positions to the CSC Field Office or through other

mode of publication and post the same in three (3) conspicuous places in the agency.

The HR Division forwards the request for filling-up of vacant position (personnel requirement) to the Head of the Agency for approval.


The HR Division shall collate all application letters and make a list of applicants and conduct preliminary evaluation. Qualified applicants shall undergo further assessment.

The result of the preliminary evaluation shall be posted in three (3) conspicuous places in the agency for at least fifteen (15) calendar days.

The HR Division notifies all applicants of the outcome of the preliminary evaluation.

The Personnel Selection Board shall make systematic assessment of the competence and qualifications of candidates for appointment to the corresponding level of positions.

Evaluate and deliberate the qualifications of those listed in the selection line-up.


The PSB then submits the shortlist of candidates recommended for appointment from which the Appointing Authority shall choose the applicant to be appointed.

The HR Division prepares the appointment paper in accordance with the Provisions of the Agency’s Merit Selection Plan and have the Head of the Agency sign the appointment

paper.

The HR Division shall post a notice announcing the appointment of an employee in three (3) conspicuous places in the agency a day after the issuance of the appointment for at

least fifteen (15) days.



PROFUND LOAN APPLICATION RECEIVED COPY OF LOAN

APPLICATION

CHECK AS TO THE

COMPLETENESS OF DATA IN

THE APPLICATION AND

AUTHENTICITY OF

ATTACHMENTS, IF NEEDED

FOR NEW LOAN

APPLICATION: CHECK IF

MEMBER IS ELIGIBLE TO

APPLY FOR LOAN AND NET

TAKE HOME PAY IS WITHIN

THE LIMIT

FOR LOAN RENEWAL:

CHECK IF APPLICANT HAS

PROCEEDS AND NET TAKE

HOME PAY IS WITHIN THE

LIMIT

COMPUTATION OF LOANABLE

AMOUNT, NET LOANABLE

AMOUNT AND MONTHLY LOAN

AMORTIZATION RECOMPUTE if

loanable amount

is not acceptable

ROUTE DOCUMENTS

FOR ACCEPTANCE

AND SIGNATURE OF

BORROWER

ROUTE

DOCUMENTS

FOR SIGNATURE

OF CONCERNED

OFFICERS

FORWARD SIGNED

DOCUMENTS TO THE

FUND COORDINATOR


HDMF LOAN APPLICATION

RECEIVED COPY OF

HDMF LOAN

APPLICATION

CHECK AS TO THE

COMPLETENESS OF

DATA IN THE

APPLICATION AND

SIGNATURE OF

SIGNATORIES

FOR NEW LOAN APPLICATION:

CHECK RECORD OF

CONTRIBUTION AND NET TAKE

HOME PAY IS WITHIN THE LIMIT

FOR LOAN RENEWAL: CHECK

MONTHLY LOAN AMORTIZATION

AND NET TAKE HOME PAY IS

WITHIN THE LIMIT

PREPARE TRANSMITTAL,

ROUTE FOR SIGNATURE

AND SUBMISSION TO

PAG-IBIG, IMUS BRANCH

ROUTE DOCUMENTS

FOR CHECKING,

VERIFICATION & SIGNING

REQUEST ACCOUNTING DIVISION

FOR ATTACHMENTS:

CERTIFICATE OF CONTRIBUTION,

LOAN AMORTIZATION AND COPY

OF PAYROLL


PROCESSING OF LEAVE APPLICATION

RECEIVE ACCOMPLISHED

(WITH REQUIRED

SIGNATURE FROM

IMMEDIATE SUPERVISOR)

LEAVE APPLICATION

CHECK LEAVE

APPLICATION AS TO

THE COMPLETENESS

AND ACCURACY OF

DATA

RECORDING & DEDUCTION

OF LEAVE CREDITS ON THE

LEAVE CARD

(in case of leave without pay,

LWOP will be recorded to the

logbook for deduction to

payroll; as in the case of Job

Order or Disapproved Leave)

DISCUSS WITH THE

EMPLOYEE THE TYPE OF

LEAVE APPLICABLE

FORWARD TO THE DIVISION

MANAGER OF THE HUMAN

RESOURCE FOR

CERTIFICATION & SIGNATURE

PREPARE ROUTING SLIP &

ROUTE THE APPLICATION TO

THE OFFICE OF THE GENERAL

MANAGER FOR SIGNATURE

AND FINAL APPROVAL

(in case of disapproval

resulting to LWOP )

RECEIVED SIGNED LEAVE

APPLICATION OF

EMPLOYEE

INFORM CONCERNED

EMPLOYEE OF APPROVAL

(in case of disapproval /

amendments, inform

employee concerned of the

changes)

FILING OF LEAVE

APPLICATION ON THE

INDIVIDUAL FOLDER

(one copy to be returned

to the employee)


PROCESSING OF COMPENSATORY TIME-OFF APPLICATION

RECEIVE

ACCOMPLISHED

(WITH REQUIRED

SIGNATURE FROM

IMMEDIATE

SUPERVISOR) CTO

APPLICATION

CHECK CTO

APPLICATION AS TO

THE COMPLETENESS

AND ACCURACY OF

DATA

RECORDING & DEDUCTION OF

CTO CREDITS AND

ATTACHMENT OF OVERTIME

LEDGER CARD

DISCUSS WITH THE

EMPLOYEE THE

BALANCE OF

COMPSENSATORY

TIME-OFF (CTO)

FORWARD TO THE HR OFFICER

FOR CHECKING OF THE OVERTIME

LEDGER CARDAND THE DIVISION

MANAGER OF THE HUMAN

RESOURCE FOR CERTIFICATION &

SIGNATURE

PREPARE ROUTING SLIP &

ROUTE THE APPLICATION TO THE

OFFICE OF THE GENERAL

MANAGER FOR SIGNATURE AND

FINAL APPROVAL

RECEIVE SIGNED

CTO APPLICATION

OF EMPLOYEE

INFORM CONCERNED

EMPLOYEE OF APPROVAL

(in case of disapproval,

inform employee

concerned)

FILING OF CTO

APPLICATION ON THE

INDIVIDUAL FOLDER

(one copy to be returned

to the employee)


OVERTIME APPLICATION & PAYROLL PREPARATION

Receive duly accomplished Overtime Job Services (OTJS) signed by the employee and Division Heads together with the Authority to Render Overtime

signed (prior to the submission of the OTJS) by the Division Heads and Head of the Agency.

Check OTJS with the Daily Attendance Record (print-out from BIOMETRICS).

Stamp OTJS with “OK CHECKED WITH DTR” and indicate if Rest Day, Extended

Duty or Holiday.

After checking, assign control number and record overtime to the

logbook.

Forward the Tabulated Summary of Overtime & Payroll for recommending approval to the

Accounting Division (for voucher preparation) and to the Budgeting Division [for preparation of

Budget Utilization Receipt (BUR)] and the OTJS to the Office of the General Manager for

signature.

Prepare Tabulated Summary Report of Overtime & Payroll then submit it, together with the OTJS to the HR Officer for checking and then to the HR

Head for verification.

Bring the Tabulated Summary of Overtime & Payroll together with the to the Office of the General Manager (OGM) for approval.


JOB ORDER PAYROLL PREPARATION

Retrieve attendance record of Job Order Employees from the SWD Main & Annex Building and Bulihan &

Lumil Unit Offices every 16th of the month and 1st day of the succeeding month from the Biometrics machine.

Upload data to the Biometric Attendance System. Check the attendance uploaded from

each office.

After checking, prepare Summary of Attendance Report and forward it to the HR Officer concerned for checking and

preparation of Job Order Payroll.

After approval, route the Job Order Payroll to the Budgeting Division for issuance of Budget

Utilization Receipt (BUR) for availability of funds and to the Accounting Division for voucher

preparation.

Forward the Job Order Payroll with the attached Summary of Attendance Report to the Division

Heads concerned for signature and to the Division Manager of the Human Resource for recommending

approval.

Bring the Job Order Payroll together with all the attached documents to the Office of the General Manager (OGM) for signature and

approval.


REGULAR HELPER PAYROLL PREPARATION

Retrieve attendance record of Regular Helpers from the SWD Main & Annex Building and Bulihan & Lumil

Unit Offices every 16th of the month and 1st day of the following month from the Daily Time Record.

Compare and check the attendance to the Accomplished Daily Attendance with the Daily Time Record (DTR) of each Helper. After checking, prepare Payroll of Regular Helpers

and attach the copy of the Daily Attendance and DTR.

After the preparation of Payroll of Regular Helpers with attached copy of Daily

Attendance & DTR, forward the documents to the HR Officer concerned for checking.

In the absence of the Human Resource Division

Manager for recommending approval.

After approval, route the Regular Helper’s Payroll to the Budgeting Division for issuance of Budget

Utilization Receipt (BUR) for availability of funds and to the Accounting Division for voucher preparation.

Forward the Regular Helper’s Payroll to the Division Manager of the Human Resource for recommending

approval.

Bring the Regular Helper’s Payroll together with all the attached documents to the Office of the

General Manager (OGM) for signature and approval.


RECRUITMENT PROCEDURE OF ON-THE-JOB TRAINEES

DIVISION HEADS

ACCOMPLISHES

REQUEST FOR THE

RECRUITMENT OF ON-

THE-JOB TRAINEE

FORM

FORWARD THE

ACCOMPLISHED FORM

TO HR PERSONNEL IN-

CHARGE FOR CHECKING

OF COMPLETENESS OF

DATA

UPON END OF TRAINING, THE

HUMAN RESOURCE DIVISION WILL

ISSUE COPY OF THE DAILY TIME

RECORD (DTR) AND CERTIFICATE

OF TRAINING

AFTER ORIENTATION,

ENDORSE OJT APPLICANT/S

TO ASSIGNED DIVISION

CONTACT AVAILABLE OJT

APPLICANT/S FOR

ORIENTATION

ROUTING OF THE

RECRUITMENT OF OJT

FORM TO THE DIVISION

MANAGER OF HUMAN

RESOURCE AND THE

GENERAL MANAGER FOR

SIGNATURE AND APPROVAL

IF THERE ARE AVAILABLE OJT

APPLICANTS

IF THERE ARE NO AVAILABLE

OJT APPLICANTS,

INFORM THE DIVISION HEAD

CONCERNED AND WAIT FOR

POSSIBLE OJT APPLICANTS


FACILITATION OF TRAINING INVITATION

DIVISION HEADS

ACOMPLISHES

TRAINING

NOMINATION FORM

INFORM DIVISION

HEAD CONCERNED

HUMAN RESOURCE VERIFIES

TRAINING OF NOMINATED

EMPLOYEE

If WITHOUT training or has not

been nominated to the seminar

or training

If WITH training or has already

been sent to the training

FORWARD TRAINING

MATERIALS AND

CERTIFICATES TO HR

PERSONNEL

CONCERNED

MONITORS SUBMISSION OF

TRAINING MATERIALS, if

available AND TRAINING

CERTIFICATES

AND ASSISTS IN THE

LIQUIDATION OF CASH

ADVANCES

ENDORSEMENT OF

DOCUMENTS TO

CONCERNED

DIVISION AND

EMPLOYEES

ROUTING OF THE TRAINING

NOMINATION FORM TO THE

OFFICE OF THE GENERAL

MANAGER FOR BOARD OF

DIRECTORS’ APPROVAL

If APPROVED

If DISAPPROVED, INFORM

DIVISION HEAD PROCESSING OF

REGISTRATION

PROCESSING OF

AIRFARE AND HOTEL

ACCOMODATION (if

needed)

FILING OF CASH

ADVANCES


FACILITATION & SUBMISSION OF STATEMENT OF ASSETS, LIABILITIES AND NET WORTH

AFTER ALL THE SALN FORMS ARE ALL SUBMITTED

BY THE DIFFERENT DIVISIONS, IT WILL BE

FORWARDED TO THE OFFICE OF THE GENERAL

MANAGER FOR SIGNATURE TO BE SWORN TO AND

SUBSCRIBED

THE GENERAL MANAGER’S ACCOMPLISHED SALN

FORM WILL BE SENT TO THE ATTORNEY’S OFFICE

FOR NOTARIZATION

THE OFFICE OF THE GENERAL

MANAGER ISSUES A MEMORANDUM ON

THE ACCOMPLISHMENT AND DEADLINE

OF SUBMISSION OF THE STATEMENT OF

ASSETS, LIABILITIES AND NETWORTH

(SALN)

THE HUMAN RESOURCE

DIVISION DISSEMINATES

THE FORMS (EITHER ON

SOFT OR HARD COPY) BY

DIVISION

THE HUMAN RESOURCE

DIVISION RECEIVES AND

CHECKS ALL ACOMPLISHED

SALN FORMS

ALL SALN FORMS WITH

CORRECTION WILL BE SENT

BACK TO THE CONCERNED

DIVISION OR EMPLOYEE.

AFTER ALL THE SALN FORMS ARE

ALL SIGNED AND SWORN IN TO AND

SUBSCRIBED, IT WILL BE

SUBMITTED TO THE OFFICE OF THE

OMBUDSMAN NOT LATER THAN

JUNE 30 OF EVERY YEAR

PROCESSING OF ADMINISTRATIVE CASE - Silang … · PROCESSING OF ADMINISTRATIVE CASE 10. ......

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Transcript of PROCESSING OF ADMINISTRATIVE CASE - Silang … · PROCESSING OF ADMINISTRATIVE CASE 10. ......